UN WOMEN: ASSET MANAGEMENT ASSOCIATE

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Placing women’s rights at the center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

The Facilities and Administrative Services (FAS) unit within the Division of Management and Administration (DMA), provides cost-effective and timely services to Regional Centers (RC), Multi Country Offices (MCO), Country Offices (CO) and Headquarters (HQ) in the areas of premises management and non-expendable asset (fixed asset) management.

The Asset Management Associate is responsible for supporting the IPSAS business process results in the accounting for the procurement, utilization and disposal of the assets at RC/MCO/CO and HQ. The Assets Management Associate supports the overall management and control of expendable and non-expendable UN Women assets, administers disposal of assets and subsequent updating of fixed asset data; administers and executes processes and transactions ensuring high quality and accuracy of work. The Assets Management Associate promotes a client, quality and results-oriented approach. The Asset Management Associate primarily reports to the Administrative and Facilities Specialist, but may also report to other unit heads depending of the functions being performed, e.g. Chief of Procurement for procurement issues.

Duties and Responsibilities

Summary of Key Functions:
  • Implementation of operational strategies
  • Support in Asset Oversight Management
  • Support to knowledge building and knowledge sharing
  • IPSAS compliance
  • Assists in managing UNBOA
  • Assist with any other duties required
Description of Functions:

Implements operational strategies focusing on achievement of the following results:

  • Assist the Administrative and Facilities Specialist in setting up fixed assets management procedures for UN Women HQ.
  • Ensure that receiving, of all incoming fixed assets is in line with established policy.
  • Role of Asset Specialist at HQ which includes and not limited to asset disposals and transfers in ATLAS, adjusting costs via basic add and re-instatement of assets.
  • Review assets in Asset Module to ensure that all fields are complete and monitor the asset dashboard.
  • Ensures that all the requisite asset management information is captured in ATLAS.
  • Review Asset Module to ensure “Capitalization” of appropriate items in accordance with UN Women’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant fixed asset ATLAS profiles.\
  • Ensuring proper “expensing” of non fixed asset items, in accordance with UN Women’s policies and procedures and in compliance with IPSAS.
  • Support to the management on review of requests for HQ physical assets disposal. Documentation preparation for submission to Acquisition Management Review Committee (AMRC); follow up on request and liaise with requesting unit and final approval before recommending removal in ATLAS Module. Oversight of HQ disposal of items and accuracy of fixed assets data.
  • Assist in the reconciliation of annual physical verification exercise results for HQ to ensure accuracy of records and location of property. Ensure that HQ units sign off on the verification exercise certification documents.
  • Preparation of any reports or reconciliations required on UN Women fixed assets for audit, accounting or management decision making.
  • Identification of problem areas in the ATLAS asset management module related to input and conversion of data entered into the system and ensures that corrective actions taken to ensure reliability of information retrieved from the system.
  • Routinely monitors financial exception reports for unusual activities, transactions; and investigates anomalies or unusual transactions. Informs supervisors and other UN Women staff at HQ of the results of the investigation when satisfactory answers are not obtained.

Supports in the Fixed Assets Oversight management for UN Women as whole, focusing on achievement of the following results:

  • Implementation of regular reconciliation of the asset register to general ledger balances.
  • Ensuring annual management checks of all assets for existence, continuing use, remaining life and obsolescence.
  • Ensuring annual management reviews of all assets for impairment.
  • Implementation of regular reviews of useful lives.
  • Review, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
  • Consolidation and preparation of summary statements for inclusion in the financial statements.

Supports knowledge building and knowledge sharing in UN Women HQ, focusing on achievement of the following results:

  • Briefing of staff members on issues relating to area of work.
  • Training of office staff engaged in the conduct of physical inventory.
  • Sound contributions to knowledge networks and communities of practice.
Performs tasks further to IPSAS compliance as required, inter alia, periodic follow-up on open receipts and receipt accruals:
  • Edits, on a monthly basis, the list of receipt accruals and open purchase orders with the aim to send out a user-friendly end product.
  • Sends out, on a monthly basis, the adapted list of receipt accruals and open purchase orders to the field and head quarter departments with the request for review and follow-up on open receipts and receipt accruals.
  • Follows up with non-responsive offices / departments.
  • Answers any questions there may be and provides support.
  • Specifically follows up on HQ cases which have been issued in the field.
  • Reconciles the information received by the deadline.
  • Pursues and resolves any discrepancies and liaises with the Information Systems and Telecommunications team for any invalid cases and to be provided fixes as required .

Performs tasks further to IPSAS compliance as required, inter alia, periodic follow-up on open Purchase Orders (PO):

  • Reports, on a monthly basis, on open POs to budget owners.
  • Follows up with budget owners as required.
  • Answers any questions there may be and provides support.
  • Takes action in ATLAS as required based on the clarifications received.
Assists in managing UN Board of Audit (UNBOA) and other audit-related commitments to audit observations (supplier performance management, other compliance issues).
  • Introduces and manages on Share Point a consolidated supplier performance tracking sheet based on the DIFOTIS principle (Delivered on, in Full, on Time and within Specifications) for high-value procurement cases mandatory to the entire organization.
  • Provides and rolls-out a supplier performance tracking sheet based on the DIFOTIS principle for low value procurement at the office / department level mandatory for every office / department with delegation of authority.
  • Requests any such low-value tracking sheet on a quarterly basis.
  • Reviews and analyses supplier performance evaluations for both high-value and low-value procurement and addresses possible performance issues with the Chief of Procurement for action.
Assists with roll out, monitoring and support in E-requisition system.

Assists with keeping up-to-date Procurement Unit and Administrative Unit intranet and internet site.

Impact of Results:

The key functions have an impact on the overall efficiency of RC/MCO/Cos and HQs in financial resources management and on the success in the introduction and implementation of operational strategies.

Accurate, thoroughly researched and documented financial information and the timely and appropriate delivery of services ensure client satisfaction; and enhance UN Women’s credibility in the application of IPSAS and the use of financial resources.

Competencies

Corporate Values:
  • Integrity: Demonstrate the values of United Nations and UN Women, act without consideration of personal gain, resist undue political pressure in decision-making, no abuse of power or authority, stand by decisions in the organization’s interest, and take action in cases of unprofessional or unethical behavior.
  • Professionalism: Show pride in work and achievements, demonstrate professional competence and mastery of subject matter, conscientious and efficient in meeting commitments and achieving results, motivated by professional rather than personal concerns, show persistence when faced with challenges, and remain calm in stressful situations.
  • Respect for Diversity: Work effectively with people from all backgrounds, treat all people with dignity and respect, treat men and women equally, show respect for and understand diverse opinions by examine own biases and behaviors to avoid stereotypical responses, and do not discriminate against any individual or group.
Core Competencies:
  • Ethics and Values: Demonstrate and safeguard ethics and integrity
  • Organizational Awareness: Demonstrate corporate knowledge and sound judgment
  • Development and Innovation: Take charge of self-development and is taking initiative
  • Work in teams: Act as a team player and facilitate team work
  • Communicating and Information Sharing: Facilitate and encourage open communication and strive for effectively communication
  • Conflict Management, Negotiating and Resolving Disagreements: Ability to managing conflict
  • Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge
  • Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making
Functional Competencies:
  • Analyzes general information and selects materials in support of partnership building initiatives
  • Identifies and communicates opportunities to promote learning and knowledge sharing
  • Identifies new and better approaches to work processes and incorporates same in own work
  • Demonstrates ability to identify problems and proposes solutions
  • Makes recommendations related to work procedures and implementation of management systems
  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
  • Responds to client needs promptly

Required Skills and Experience

Education:

  • Completion of high school (secondary education) is required.
  • Bachelor degree in Business or Finance related topics is an advantage but not a requirement.
Experience:
  • Minimum of 7 years of relevant experience in accounting and financial management, preferably in an international setting and utilizing an Enterprise Resource Planning (ERP) system that integrates all data and process of an organization into a unified system.
  • Experience in the usage of computers and office software packages (MS Work, Excel, etc).
  • Advanced knowledge of spreadsheet and database packages.Experience in handling of web-based management systems and ERP financials, preferably PeopleSoft
  • Knowledge of IPSAS required
  • Passing of UN administered clerical (ASAT) test before taking up assignment.
Language:
  • Fluency in written and spoken English.
  • Knowledge of another UN language is desirable.
Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment

Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessm

Click here for important information for US Permanent Residents ('Green Card' holders).
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UN WOMEN: ASSET MANAGEMENT ASSOCIATE UN WOMEN: ASSET MANAGEMENT ASSOCIATE Reviewed by Unknown on 1:15:00 AM Rating: 5

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